Shadow IT refers to information technology (IT)—systems applications, software, or even hardware—used by an individual or department within an organization without the approval or oversight of the organization’s IT or security group.
The term “shadow IT” was coined to describe the idea that unauthorized IT activities can occur in the shadows, outside the realm of control of a company’s known IT infrastructure. Shadow IT can have several faces: personal devices used for work, system changes made without the right approval, and the use of unsanctioned software/applications or cloud services are just a few examples.
Employees may turn to using shadow IT in an attempt to speed up access to tools and boost productivity; however, it poses significant risks to any organization. These include security vulnerabilities, identity/data breaches, compliance issues, and an overall difficulty in maintaining cohesiveness across IT segments.
How to mitigate shadow IT risk
Tackling shadow IT is a never-ending project. Ultimately, shadow IT is a human risk; if your company hires humans, shadow IT exists within the organization.
Employees may be tempted to use unsanctioned devices and apps in the name of efficiency and productivity. Implementing process changes that make it easier for employees to get access to the tools they need—like elevating help desks, frequently evaluating and improving IT performance, and maintaining an open line of communication between employees and IT service providers—will help decrease the frequency and threat of shadow IT activities.
Other proactive measures teams can take to mitigate associated risks include:
- Maintaining a detailed inventory of IT infrastructure and updating it on a regular basis
- Running inventory or asset management software to identify new devices on a recurring basis
- Utilizing third parties or software specializing in shadow app detection
- Establishing a protocol regarding the handling of shadow IT activities
Taking a risk-based approach to shadow IT and prioritizing detection and monitoring for high-risk systems will help mitigate the most serious security threats associated with unauthorized IT activities.
Summary
Shadow IT—the use of IT tools and systems that haven’t been approved by an organization’s IT or security group—poses a serious risk to organizations. A proactive and always-evolving approach to monitoring shadow IT activities is necessary to prevent security issues.
Decreasing friction between IT service providers and employees and putting protocols and tools in place to detect, monitor, and mitigate shadow IT are the most effective ways to minimize the threats that arise.